Assets

Work orders, scan audits, reports and customer equipment

Give maintenance jobs to your technicians and see what they cost, walk a room or a store with your phone to find what is missing, read the asset reports, and (for internet providers) track the ONUs and routers installed at your customers and the cable used in each area.

Contents: Who can use it · Work orders · My work orders (technicians) · Meter-based maintenance · Scan audits · Reports · Customer equipment · Cable usage by area · Example · FAQ

Who can use it

Work orders and meter readings: people who manage maintenance schedules see, create and complete work orders and record meter readings.
My work orders: every technician sees the jobs given to them, without any extra access.
Scan audits: people who run stock counts start, scan and close scan audits.
Reports: people who see cost views or purchase orders see the asset reports.
Customer equipment: people who see assets see the list; people who assign assets install and recover equipment.

Your administrator can change this under roles.

Work orders

Open Assets → Work orders and click New work order.

Asset, Title and Description of the job.
Kind: Preventive maintenance, Repair, Inspection or Installation. Priority: Low, Normal, High or Urgent.
Technician, Due on and an optional Labour rate per hour.

The technician is notified. A work order moves through Open → In progress → Completed; it can be put On hold and resumed, or Cancelled with a reason.

While it is open you can add:

Parts: the item, quantity and unit cost. Choose a Store to take the parts out of that store's stock (you cannot take more than is there). Removing a part puts it back.
Time: minutes worked and the day. Labour cost = hours × labour rate.

Click Complete, write what was done and, for meter-based maintenance, the meter reading. Parts plus labour are saved as one running cost of the asset (a repair for the Repair kind, otherwise maintenance), so it shows in the asset's total cost and in cost views. A completed work order can no longer change or be deleted.

Overdue work orders are marked in the list. Filter by status, technician, asset, kind, priority, or Unassigned.

My work orders (technicians)

Open My work orders on your phone or computer. You see only the jobs given to you. Open one to Start, Hold or Resume it, add parts and time, and Complete it.

Meter-based maintenance

Some equipment is serviced by use, not by date: a generator every 250 running hours, a vehicle every 5,000 km.

In a maintenance schedule set:

Meter: Running hours or Kilometres, Every (for example 250) and Next due at (for example 250).
Open work orders automatically (on by default) and a Default technician.

Record readings on the asset's Meters tab (Record reading). A reading can never be lower than the last one. The schedule is due when the date comes (a work order opens 7 days before) or when the meter reaches the next-due value, whichever comes first. Each schedule has at most one open work order. Jobs with no technician are announced to the people who assign work orders.

When the work order is completed, the schedule moves on: next date = completion + its interval in days, next meter = the reading at completion + its interval.

Scan audits

Use a scan audit to check a room, store or office.

Open Assets → Scan audits and click Start audit. Choose the Location and whether to include the places inside it. The expected list is every in-stock or assigned asset there at that moment.
Open the scan page on your phone and scan the tags with the camera, a handheld reader, or type the tag or serial number. Scans made without signal are sent when you are back online. Scanning the same tag twice does no harm.
Each scan says Found (expected here), Extra (it belongs somewhere else) or Unknown (no asset has that code).
Follow the lists Found, Missing (expected but not scanned yet), Extra and Unknown.
Click Close. You can Move the extra items here and Mark missing in-stock items as lost. Missing items that are assigned to people are only listed.

Reports

Open Assets → Reports:

Asset age: how many assets are under 1 year, 1–2, 2–3, 3–5 and 5+ years old, and the average age per category.
Idle assets: in-stock items nobody has used for a number of days (90 by default), with how long each has been idle.
Vendor performance: per vendor, orders and their value, how many arrived by the expected date, average delay and lead time, and returns.
Spend: purchases and running costs in a period against the same length of time just before, by vendor, category or cost center, with a month-by-month trend.
Work orders: opened, completed, overdue now, average time to complete, labour hours and costs per technician, and the assets that needed the most jobs.
Cable usage by area: see below.

Reports cover the last 12 months unless you pick dates (up to three years at a time).

You can also build your own reports in the report builder with the datasets Assets, Asset work orders, Asset running costs, Purchase orders and Reel usage.

Customer equipment

For internet providers: track the ONU, router or other device installed at each subscriber.

Open Assets → Customer equipment and click Install at customer:

Device: a serial-tracked item that is in stock.
Customer: picked from your CRM customers. The Service area is the customer's area unless you choose another.
Service ID (for example the PPPoE user), Address and Installed on.
Cable (optional): the reel and the metres used. This is issued from the reel in the same step and counted for that customer and area.

The device's status becomes At Customer. A device can be at one customer at a time. The customer's page shows their equipment.

When the service ends, click Recover: choose the condition and the store it comes back to, or tick Not recovered to record it as lost.

The summary shows how many devices are at customers per area and per item, and how many were recovered or lost in the last 90 days.

Cable usage by area

When you issue material from a reel you can now choose the Customer and the Service area (the customer's area is used when you leave it empty). Reports → Cable usage by area shows the metres issued per area and item, how many issues and how many customers.

Example scenario

Rahim manages the generators. The schedule "Oil change" is every 250 running hours with Tanvir as default technician. Rahim records 260 hours; a work order opens at once and Tanvir is notified. Tanvir starts it, adds 2 oil filters from the Main store at 450 each and 90 minutes at 600 per hour, and completes it with the reading 260. The generator's running cost grows by 1,800 and the next oil change is due at 510 hours.

Troubleshooting and FAQ

I can't take a part from the store. There is not enough of it in that store. Pick another store or leave the store empty to record a part bought for the job.
A meter reading is refused. It is lower than the last reading of that meter.
No work order opened for my schedule. Check that the schedule is active, linked to an asset (not just an item), and that automatic work orders are on. An open work order for the same schedule blocks a second one.
Why is an item "Extra" in my audit? It was scanned here but its recorded location is somewhere else. Close the audit with "Move the extra items here" to correct it.
I can't install a device. Only an in-stock, serial-tracked item can be installed, and only for a customer you can see.

Maintenance, stock audits and disposals · Tags, labels and scanning · Depreciation, cost centers and total cost · Assets home

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